Site Office Coordinator

Kern Community College District; Bakersfield (CA); On-site; USD 65,000 - 90,000; Full time

Job summary

Kern Community College District in Bakersfield, California seeks an experienced administrative supervisor to direct secretarial and clerical operations at an off-campus site. The role requires overseeing staff, planning schedules, and coordinating activities across departments to maintain high service levels.

Responsibilities include budgeting participation, procedure development, and producing various reports.

Qualifications

• High school diploma with specialized secretarial or office administration training and five years of increasingly responsible secretarial experience.
• Strong English writing, spelling and proofreading skills.
• Experience coordinating multiple departments and staff in an office setting.

Responsibilities

• Plan, organize and direct secretarial operations at an off-campus site or center; coordinate duties and procedures.
• Plan, prioritize, assign, supervise and review the work of secretarial staff.
• Monitor staff assignments and schedule coverage to assure proper service levels.
• Evaluate operations and prepare reports; recommend workflow improvements and better use of office equipment.
• Prepare and revise office procedures, forms and report formats; document procedures.

Skills

Leadership

Staff supervision

Organizational skills

Communication

Planning and budgeting

Report writing

Interdepartmental coordination

Education

High school diploma with secretarial training

Tools

Microsoft Office

Job description

RESPONSIBILITIES

• Under the direction of an assigned supervisor, plan, organize and direct the secretarial and clerical operations within an assigned off-campus instructional site or center; coordinate and oversee a variety of secretarial and clerical duties for the site.Recommend and assist in the implementation of goals and objectives; establish schedules and methods for secretarial and clerical support; implement policies and procedures.
• Plan, prioritize, assign, supervise and review the work of secretarial and clerical staff.
• Monitor work assignments of site staff; schedule coverage of activities; oversee office activities to assure proper service levels.
• Evaluate operations and activities of the site office; recommend improvements and modifications; prepare various reports on operations and activities; recommend improvements in workflow, procedures and the use of office equipment.
• Prepare and revise various operating procedures, rules, and regulations upon request; develop and revise forms and report formats, as well as report preparation procedures.
• Participate in budget preparation and administration; prepare cost estimates for budget recommendations; submit justifications for budget items; monitor and control expenditures and budget accounts.
• Participate in planning activities; assist in implementing new programs; research, compile, analyze and summarize data for special projects, programs and various comprehensive reports; prepare or direct the preparation of annual, quarterly or administrative reports; prepare minutes of meetings; supervise the ordering and storage of supplies.
• Screen office and telephone callers; respond to complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities; receive and route mail.
• Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, verbal instructions or transcribing machine recordings; independently compose correspondence related to assigned responsibilities.
• Coordinate activities among departments or offices; coordinate the flow of paperwork between departments and offices.
• Process paperwork for personnel actions including new hires, terminations and promotions; coordinate the recruitment process with the personnel office; monitor performance evaluation dates and provide appropriate forms to staff.
• Maintain calendars of department or office activities, meetings and various events; coordinate activities with other departments, offices, students, the public and outside agencies.
• Oversee bookstore set up and daily bookstore activities.
• Assist in the preparation of class schedules. Participate in the selection of staff; provide or coordinate staff training; work with employees to correct deficiencies.
• Attend staff and campus committee meetings as necessary; take minutes of meetings attended and transcribe.
• Perform related duties as assigned.Any combination equivalent to: graduation from high school supplemented by specialized secretarial or office administration training and five years of increasingly responsible secretarial experience.

KNOWLEDGE OF

• Principles of providing work direction and guidance.
• Basic principles and practices of fiscal, statistical and administrative research and report preparation.
• Modern office procedures, methods and computer equipment.
• Business letter writing and report preparation.
• Department or office policies and procedures.
• Principles and procedures of financial record keeping and reporting.
• Basic budgeting procedures and techniques.
• Correct English usage, spelling, grammar and punctuation.
• Basic procedures covering student services functions.

ABILITY TO

• Organize and direct the work and staff of a site office covering a broad range of clerical support, student services and instructional support services.
• Perform responsible secretarial work involving the use of independent judgment and personal initiative.
• Understand the organization and operation of the district and of outside agencies as necessary to assume assigned responsibilities.
• Provide work direction and guidance to assigned staff.
• Interpret and apply administrative and departmental policies and procedures.
• Independently prepare correspondence and memoranda.
• Research, compile, analyze, interpret and prepare a variety of fiscal, statutory and administrative reports.
• Compile data and maintain complex records and prepare reports.
• Operate a computer and related peripheral equipment.
• Communicate effectively both orally and in writing.
• Establish and maintain cooperative and effective working relationships with others.
• Assist in course scheduling.